Location: Dubai, UAE (Office-based)
Reporting To: Founder & CEO
Type: Full-time
About the Role
We are looking for a sharp, proactive Executive Assistant / Secretary to support the CEO with calendar management, calls, email communication, and client outreach. This role is ideal for someone who is organized, confident on the phone, strong in written communication, and can manage multiple tasks without missing details.
You'll act as the CEO's right hand, ensuring schedules run smoothly, follow-ups are timely, and prospective clients receive professional communication and coordination.
Key Responsibilities
1) CEO Calendar & Daily Coordination
- Manage the CEO's calendar: meetings, follow-ups, reminders, scheduling across time zones.
- Coordinate internal and external meetings (Zoom/Teams/Google Meet), share agendas, and ensure attendees are confirmed.
- Prepare daily schedules, priority lists, and ensure the CEO stays on track.
- Maintain organized digital files, notes, and contact directories.
2) Telecalling & Lead Follow-ups
- Conduct outbound calls to prospective clients/partners using a shared script and outreach plan.
- Handle inbound calls professionally, qualify leads, and capture requirements accurately.
- Schedule meetings for the CEO/BD team and ensure proper handover notes.
- Follow up persistently (and politely) to drive responses and meeting confirmations.
3) Email Outreach & Communication
- Draft and send professional emails to prospective clients, partners, and stakeholders on behalf of the CEO.
- Maintain email templates for outreach, follow-ups, and meeting confirmations.
- Track email responses, follow-ups, and next steps to ensure nothing is missed.
4) CRM / Tracker Management
- Update trackers/CRM with call notes, email status, follow-up dates, and outcomes.
- Maintain a clean pipeline dashboard (e.g., contacted, interested, meeting scheduled, follow-up needed).
- Prepare weekly reports summarizing outreach activities and conversions.
5) Administrative & Office Support
- Assist with basic admin tasks: document formatting, printing/scanning, coordination with vendors (if needed).
- Support in preparing proposals, presentations, and meeting briefs (basic formatting and structure).
- Maintain confidentiality and handle sensitive information professionally.
Requirements
- 2–5 years experience as an Executive Assistant, Secretary, Admin Assistant, or similar role (client-facing preferred).
- Strong verbal communication skills and confidence in telecalling / follow-ups.
- Excellent written English (Arabic is a plus).
- Highly organized, detail-oriented, and able to manage multiple priorities.
- Comfortable using tools like Google Calendar, MS Office, Google Workspace, Zoom/Teams, and spreadsheets.
- Professional, discreet, polished, and proactive.
Skills We're Looking For
- Calendar management & scheduling mastery
- Client coordination + follow-up discipline
- Strong email writing & phone etiquette
- Basic reporting + tracker management
- Ownership mindset and I'll handle it attitude
